How to organise a veterans race

A veterans race needs more than a marked course and a start time. Begin with the competition permit, insurance, course inspection and traffic plan before opening registration. Then secure first aid, timing, traffic controllers, catering and volunteers while there is still time to adjust the plan. The final week is for publishing the start list, checking route equipment, preparing bibs and medals, and confirming every race-day role.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Apply for competition permit
2 people
2
Record the course
3 people
3
Inspect the course
3 people
4
Submit traffic plan
2 people
5
Reserve traffic controllers
2 people
6
Reserve the first aid team
2 people
7
Reserve timing
2 people
8
Check insurance
2 people
9
Create participant list
2 people
10
Send invitations
2 people
11
Approach sponsors
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Arrange prize money
2 people
15
Order cups and medals
2 people
16
Book catering
2 people
17
Confirm traffic measures
2 people
18
Check the weather forecast
19
Publish start list
2 people
20
Assign volunteers
2 people
21
Distribute route instructions
2 people
22
Do the shopping
3 people
23
Sort bib numbers
2 people
24
Checking prizes
2 people
25
Fill coolers
2 people
26
Load equipment
4 people
27
Mark the course
6 people
28
Set up traffic signs
5 people
29
Build the start and finish arch
4 people
30
Set up crowd-control barriers
6 people
31
Set up registration tables
3 people
32
Build the catering point
4 people
33
Set up the first aid station
3 people
34
Set up timing
3 people
35
Test sound system
2 people
36
Prepare competition briefing
2 people
37
Lay out bib numbers
2 people
38
Prepare coffee and tea
2 people
39
Prepare snacks
3 people
40
Brief traffic controllers
3 people
41
Brief volunteers
3 people

Event

42
Open registration
4 people
43
Hand out bib numbers
3 people
44
Carry out bike checks
2 people
45
Give participant briefing
3 people
46
Clear the start area
4 people
47
Start the race
5 people
48
Record race progress
4 people
49
Staff traffic posts
12 people
50
Staff the first aid station
3 people
51
Record the finish
4 people
52
Check results
3 people
53
Serve drinks
4 people
54
Refill drinks
3 people
55
Serve snacks
3 people
56
Empty trash bins
2 people
57
Prepare awards ceremony
3 people
58
Support awards ceremony
4 people
59
Provide music
2 people
60
Inform the audience
2 people
61
Clear the course
3 people

Aftercare

62
Remove traffic signs
5 people
63
Take down the barriers
6 people
64
Dismantle start and finish arch
4 people
65
Clean up catering
4 people
66
Wash dishes
3 people
67
Clean the grounds
6 people
68
Dismantle timing equipment
3 people
69
Dismantle the sound system
2 people
70
Reload materials
4 people
71
Leave venue clean
3 people
72
Return rental items
2 people
73
Publish results
2 people
74
Pay out prizes
2 people
75
Cancel permits
76
Process lost and found items
77
Collect photo materials
2 people
78
Sort leftovers
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 4
Registration tablesqty 4
Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Waste binsqty 12
Coat racksqty 2
Stage sectionsqty 4

Sports equipment

Start and finish arch
Crowd barriersqty 80
Traffic conesqty 80
Route arrowsqty 40
Course ribbonqty 10
Bib numbersqty 250
Start number magnetsqty 500
Bib number beltsqty 250
Stage cupsqty 12
Medalsqty 250
Timing matsqty 2
Stopwatchesqty 6
Clipboardsqty 12
Walkie-talkiesqty 14
Safety vestsqty 30
Course mapsqty 30

Equipment

Sound system
Microphonesqty 3
Speakersqty 4
Extension cordsqty 8
Power stripsqty 6
Power banksqty 10
Cable reelsqty 4
Laptopqty 2
Printer
Printer paperqty 3
Laminator
Laminating sleevesqty 100
Spare batteriesqty 40

Tableware

Reusable cupsqty 500
Coffee cupsqty 150
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Pitchersqty 8
Thermos flasksqty 8

Kitchen

Coolersqty 8
Coolersqty 4
Cutting boardsqty 6
Paring knivesqty 6
Serving tongsqty 10
Bottle openersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4

First aid

First aid kitsqty 3
AED
Emergency blanketsqty 20
Stretcher

Decorations

Buntingqty 12
Dutch flagsqty 8
Sponsor bannersqty 20
Welcome signqty 2

Lighting

LED string lightsqty 8
Work lightsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 6
Cleaning spraysqty 6
Work glovesqty 20
Hand sanitizer dispensersqty 8
Trash bag holdersqty 12

Catering

Groceries

Tips

Start with the course and permissions. Record the route, inspect it in person, submit the traffic plan and confirm the competition permit before sending invitations or accepting registrations.
Book specialist support early. First aid, timing and traffic controllers can determine whether the race can run safely, so confirm each service before publishing the event details.
Close registration with enough time to organise the start. Collect dietary requirements, sort bib numbers, publish the start list and give participants clear route instructions before race day.
Assign volunteers to specific checkpoints rather than giving everyone a general role. Use safety vests and walkie-talkies so course teams can report incidents and keep the start and finish area coordinated.
Check all equipment before setup begins. Count bibs, medals, timing mats, route arrows, cones and barriers, and test the sound system, microphones, extension cords and power banks before participants arrive.

Frequently asked questions

How early should I apply for a veterans race permit?: Apply as soon as the route and proposed date are clear, ideally several months before race day. Traffic measures, insurance checks and any authority feedback can otherwise delay registration.
When should I book first aid and timing for a veterans race?: Book both before opening registration, preferably at least 8 to 12 weeks ahead. This gives you time to change the date, route or operating plan if a provider is unavailable.
How many volunteers do I need for a veterans race?: The number depends on the route and number of crossings, but assign at least one named person to every checkpoint, registration desk and finish function. Finalise the roster at least 1 week before the race and issue role instructions.
When should I publish the start list?: Publish it after registration closes and bib numbers have been checked, usually 3 to 7 days before the event. Keep a printed copy at registration for late corrections and race-day queries.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.